Ensure the smooth day to day administrative and operational running of the Executive Office / Strategy & Impact function, in line with established procedures and priorities
Manage the Executive Director's calendar, diary, and meeting arrangements, coordinating logistics, invitations, and correspondence as instructed
Prepare and draft departmental documentation, including memos, correspondence, meeting materials, and minutes for meetings and committees
Prepare papers, presentations, reports, and other materials using PowerPoint, Excel, Word, and other appropriate tools
Review documents, forms, submissions, and reports for completeness and accuracy, including approval checklists, supporting documentation, and contracts/agreements submitted for signature, before processing
Read and analyze incoming memos, submissions, and reports to determine significance and coordinate appropriate distribution
Maintain organized and secure electronic and manual filing systems, and retrieve departmental records as requested
Support budget and workforce planning activities by assisting with the preparation and consolidation of required information, as instructed
Support coordination with Human Capital and other relevant departments by preparing documentation and following up on assigned requests
Assist in coordinating services with internal support functions (e.g., Procurement, Finance, IT) by facilitating requests under guidance
Compile information, draft summaries, and support the preparation of briefs and responses referred to by the supervisor
Assist with internal and external communications and stakeholder coordination under the direction of the supervisor
Coordinate routine business travel arrangements for the department in accordance with approved procedures
Plan, administer, and control office equipment and supplies, and monitor office facilities to ensure they remain safe, secure, well maintained, and compliant with applicable standards